SGAP CONSTITUTION

A - NAME

The name of the organisation is SOUTH GLOUCESTERSHIRE ASIAN PROJECT.
Hereinafter called (The Project).

B - AREA OF BENEFIT

South Gloucestershire.

C - AIM

The aim of the Project is to improve the quality of life of Asian people, working or living in the area of benefit and seek to develop a package of initiatives which are specifically aimed at developing services.

D - ADMINISTRATION

Subject to the matters set out below the Project and its property shall be administered and managed in accordance with this constitution by the members of the Management Committee.

E - OBJECTS

To establish partnerships between the local community and appropriate agencies to develop strategies to tackle Social, Educational, Recreational and Health issues identified by the local community which would have a lasting impact on the lives of Asian people living or working in the area.

To develop services which are responsive, accessible and accountable to the Asian community in South Gloucestershire.

To evaluate and monitor the effects of the strategies used and to further develop new or different strategies to tackle issues raised by the local people over time.

F - POWERS

To further the above objectives the Management Committee may exercise the following powers:

i) power to appoint and constitute such advisory committees as the management committee may think fit.

ii) power to employ such staff ( who shall not be members of the Management Committee ) as necessary for the proper pursuit of the objectives.

iii) To bring together in conference, representatives of voluntary organisations, government departments, statutory authorities and individuals.

iv) collect and disseminate information on all matters relating to its objectives, and to exchange such information with other bodies having similar objects whether in the United Kingdom or elsewhere.

v) write, print or publish, in whatever form, such papers, books, periodicals, pamphlets or other documents, including films and recorded material as shall further its objects, and to issue or circulate the same whether for payment or otherwise.

vi) purchase, take on lease or in exchange, hire or otherwise lawfully acquire such property or other rights and privileges as may be necessary for the promotion of its objects.

vii) raise funds and invite or receive donations and contributions, whether by subscription or otherwise, PROVIDED THAT the Project shall not undertake or in any way engage in any permanent trading activities in raising funds for its charitable objects.

viii) Invest money not immediately required for its objects in or upon such investments, securities or property as the Project may think fit, SUBJECT NEVERTHELESS to such conditions (if any) as may for the time being be imposed by law.

ix) Affiliate to the National Federation of Community Organisations and to other organisations with similar charitable objects.

x) do all such other lawful things as shall further the charitable objects of the Project .

G - MEMBERSHIP

1) Membership shall be open to all Asian people irrespective of sex, sexual orientation , political opinion, nationality, religion, race or disability :

i) adults aged eighteen years and over:

who live or work within the area of benefit who shall be known as Full members.

who live outside the area of benefit, who shall be known as Associate members, who shall not have the right to vote at General Meetings of the Project.

ii) individuals under eighteen years living within the area of benefit who shall be known as Junior Members and who shall not have the right to vote at General Meetings of the Project but shall have power to elect two of their number to represent them, without the right to vote, at meetings of the Management Committee.

iii) associations and organisations, whether corporate or otherwise, and whether local, or local branches of national or international organisations, which are voluntary or non-profit-distributing, and which wish to support or further the objects of the Project which shall be known as Affiliated Groups.

iv) the Statutory Authorities in whose administrative area the area of benefit lies

2) Each member organisation set out in Clause G (1) (iii) shall appoint one individual person to represent it and vote on its behalf at meetings of the Management Committee and at General Meetings of the Project .In the event of such individual person resigning or otherwise leaving the organisation he or she shall forthwith cease to be a representative thereof. The organisation concerned shall have the right to appoint a new representative, informing the Secretary in writing.

H - SUBSCRIPTIONS

All individual members and affiliated groups shall pay such subscriptions as the Management Committee may from time to time determine.

I - TERMINATION OF MEMBERSHIP

The management Committee may, by resolution passed at a meeting thereof, terminate or suspend the membership of any person or group if in its opinion such person or group has been guilty of conduct prejudicial to the Project or its objects, provided that the person or the individual representing the group shall have the right to be heard by the Management Committee before the final decision is made. There shall be a right of appeal to an independent arbitrator appointed by mutual agreement.

J - ANNUAL REPORT

An annual report will be produced every year.

K - GENERAL MEETINGS OF THE ORGANISATION.

1) Annual general meetings

Once in each year, normally in the month of March, an Annual General Meeting of the Project shall be held at such time and place as the Management Committee shall determine, being not more than fifteen months after the holding of the preceding Annual General Meeting, or the adoption of this constitution. At least 21 days notice shall be given by the secretary to members.

The business of each Annual General Meeting shall be:

2) to consider the Annual Report , which shall incorporate the accounts , and give an account of the work of the Project and its activities during the preceding year.

3) to approve the accounts of the Project for the preceding financial year which shall have been compiled and audited or examined in accordance with the requirements of the Charities Act 1992.

4) to elect the management committee. Candidates must be proposed and seconded by the members of the Project and may be elected on a straight majority of members present at the meeting.

5) The management committee will be made up of the following members:

Chair, Secretary, Treasurer and up to Nine other members (including three junior members and two co-opted members) elected at the General meeting. Honorary officers (Chair, Secretary, & Treasurer) shall hold office for a minimum of ONE year and up to a maximum of FIVE years from the conclusion of the meeting, after which they would retire from office, but would be eligible for election as committee members to serve for one full year before they can be re elected as officers. All other members of the committee shall retire from office together at the end of the next Annual General Meeting following the one at which they came to office but they may be re-elected . The proceedings of the Management Committee shall not be invalidated by any vacancy among their number.

6) To appoint qualified auditors or independent examiners for the coming year to consider and report on the accounts of the Project to consider and vote on proposals to alter this constitution

7) to consider any other business of which due notice has been given.

8) to co-opt (maximum two) members on to the committee who will have NO voting rights.

9) Special General Meetings

The Chair of the Management Committee may at any time at his/her discretion and the Secretary shall within 21 days of receiving a written request , signed by not less than 1/3rd members, whether individual or representative, and giving reasons for the request, call a Special General Meeting of the Project to consider the business specified on the notice of meeting and for no other purpose.

L - MANAGEMENT COMMITTEE MEMBERS NOT TO BE PERSONALLY INTERESTED

No member of the Management Committee shall acquire any interest in property belonging to the Project or receive remuneration or be interested ( otherwise than as a member of the Management Committee) in any contract entered into the Management Committee.

M - MEETINGS AND PROCEEDINGS OF THE MANAGEMENT COMMITTEE

i) The Management Committee shall hold at least ONE ordinary meeting each year.

ii) The chairperson shall act as chairperson at meetings of the Management Committee. If the Chairperson is absent from any meeting, the members of the Management Committee shall choose one of their number to be the chairperson of the meeting before any business is transacted.

iii) There shall be a quorum when at least four members of the Management Committee plus one officer are present at the meeting.

iv) Every matter shall be determined by a majority of votes of the members of the Management Committee present and voting but in the case of equal number of votes, the chairperson of the meeting will have a second and casting vote.

v) The Management Committee shall keep minutes of the proceedings at meetings of the Management Committee and any sub committee meetings.

vi) The management committee may appoint one or more sub committees for the purpose of making enquiries or supervising or performing any function or duty which in the opinion of the Management Committee would be more effectively carried out by a sub committee: provided that all acts and proceedings of any such sub committee shall be fully and promptly reported to the Management Committee.

N - FINANCES

i) Funds of the Project, including all donations, contributions and bequests shall be paid into an account operated by the Management Committee in the name of the Charity at such a bank as the Management Committee shall from time to time decide. All cheques drawn on the account must be signed by at least TWO members of the committee one of which would be an officer.

ii) The funds belonging to the Project shall be applied only in furthering the objects.

iii) Clear accounts of all finances will be kept by the Management Committee.

iv) Annual statements of accounts will be prepared.

v) the accounts will be audited annually.

P - ALTERATIONS TO THE CONSTITUTION

The constitution may be altered by a resolution passed by not less than two thirds of the members present and voting at a general meeting. The notice of the general meeting must include notice of the resolution, setting out the terms of the alteration proposed.

Q - DISSOLUTION

If the management committee decides that it is necessary or advisable to dissolve the Project it shall call a meeting of all members of which not less than 21 days notice ( stating the terms of the resolution to be proposed) shall be given. If the proposal is confirmed by a two thirds majority of those present and voting the Management Committee shall have power to dispose off any assets held by or in the name of the Project any assets remaining after the satisfaction of any proper debts or liabilities shall be given to or transferred to such other charitable institution or institutions within the Project area, having objects similar to the Project.

This constitution was adopted as the Constitution of the South Gloucestershire Asian Project at a Public Meeting duly convened at Bradley Stoke Leisure Centre on 26th March 2000.

top of page...